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Setting sort order and styles to show

From: Word 2010: Styles in Depth

Video: Setting sort order and styles to show

A cool feature that was introduced in Word 2007 is the Style Options component. Once you begin using styles to their full capacity--which I hope you will after learning just how powerful they are and how much time they can save you--your Style list may become rather large. The Style Options feature makes it easier to use your styles when they are sorted the way that you work best, and you can select which styles you want to view, along with several other added bonuses, which of course we'll explore.

Setting sort order and styles to show

A cool feature that was introduced in Word 2007 is the Style Options component. Once you begin using styles to their full capacity--which I hope you will after learning just how powerful they are and how much time they can save you--your Style list may become rather large. The Style Options feature makes it easier to use your styles when they are sorted the way that you work best, and you can select which styles you want to view, along with several other added bonuses, which of course we'll explore.

Let's open up the Styles window. Notice the styles and how they're sorted. Open the Apply Style box by holding down Ctrl+Shift+S on your keyboard. Click on the down arrow, and also notice how the styles are sorted here. You may notice they're sorted exactly the same way as they are in this Styles window. At the bottom of the Style window, on the far right side, you'll see an option that says Options.

Click on it and it will open up the Style Pane Options window. The first option here is to Select styles to show, and if you click on the down arrow, you'll see that you have four options: Recommended, In use, In current document, and All styles. Select In use. This will show us the styles that are in use in this particular document. The next box says Select how list is sorted. Click on the down arrow, and the choices here are Alphabetical, As Recommended, Font, Based on, and By type.

Let's choose Alphabetical and then click on OK. Notice this change has been applied both to the Styles window and to the Apply Styles box. Go back to the Options at the bottom of your Styles window. In the second box, click on the down arrow, and let's select By type. Now our list will be sorted by character, linked, and paragraph styles. Click on OK and you can tell by the icons over here, these are your character styles that are denoted by a little a. Then you've got the next characters here, which has a paragraph mark and a small a, which are your link styles.

And if you scroll down, you'll see an icon that's depicted by the paragraph mark. Those are all of your paragraph styles. Go back to Options, and this time let's select, instead of In use, let's say that we want there is in the current document, and we want them sorted alphabetically, and then click on OK. This not only shows the styles being used in the document, but the styles available for use in this particular document. Now remember, documents are a container for styles, and the styles follow the document.

Let's go to Options again and select, in our top box, All styles, and we'll sort them By type. And click on OK and now we see a list, a very long list, of our styles that are available in use in the document and Word's built-in styles. The Apply Style box--if you click on the down arrow here and scroll down--not only shows the character, paragraph, and linked styles, but it also includes the table styles and the list styles.

The table and list styles do not show up underneath of the Styles window. If I go back to Options, you can see that you can even sort by Font. Here is another option, As Recommended. Well, who recommended them? It may have been recommended by Microsoft and come prepackaged as recommended. It may have been your company, or someone else that worked on this document prior--to you or perhaps you're the one that did the recommending. Recommend is based on a numbering system.

For example, number one would hold a higher priority over number two. The Recommend option is located underneath of the Manage Styles option. I'll show you more detail on the Recommend feature in the next movie. Another helpful feature in the Style Option box is the Show next heading when previous level is used option. Go ahead and do a cancel here, and let's open up a new blank document. You can press Ctrl+N on your keyboard. And let's open the Style window. Now go down to Options, and we'll select this Show next heading when previous level is used.

Also make sure that the top option here says In current document and sort as Alphabetical and then click on OK. Now type in "=rand(7)" and then press the Enter key. Notice in your Style window that Heading 1 is the only level that's showing out of nine heading levels. Scroll to the top of your document and apply Heading 1 to the first paragraph.

Now you'll see that Heading 2 is showing. Click in the second paragraph and click on Heading 2. You'll see the Heading 3 is showing. Click on Heading 3 and apply Heading 3, and Heading 4 shows. This will go all the way through nine levels. This will keep your Style gallery and Style window free and clear until you're ready to use all of those other heading styles. Let's go back to our exercise file. Go back to the Options button, change this to In use at the top, and in your second dialog box select Alphabetical, and then click on OK.

Notice that all of our aliases are showing in this dialog box. So for example, underneath of Agree Title you've got ,AT as your alias that's showing here. Underneath of Body Text you have a ,BT, and your alias of course is BT. Now go to Options, and we're going to select Hide built-in name when alternate name exists and click on OK. You can see that now, underneath of your Styles window and in your Apply Style box, that only the alias names are showing.

Let's open up the Options window one more time. And these two buttons at the bottom, you have the option to save this only in this document or if you really like the sort order that you have, you can save it for all new documents that you open from now on that are based on the Normal template. Sorting styles the way that you went to see them makes working with styles faster and easier. The right way is to set these options how you work best.

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This video is part of

Image for Word 2010: Styles in Depth
Word 2010: Styles in Depth

45 video lessons · 11002 viewers

Mariann Siegert
Author

 
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  1. 2m 3s
    1. Welcome
      1m 22s
    2. Using the exercise files
      41s
  2. 28m 17s
    1. Why use styles?
      4m 22s
    2. Creating your first style
      3m 16s
    3. Displaying styles in use with the Style area
      4m 5s
    4. Viewing formatting applied to a style
      3m 39s
    5. Learning about the five types of styles
      5m 43s
    6. Understanding how themes relate to styles
      7m 12s
  3. 23m 49s
    1. Using the Styles window to apply styles
      3m 31s
    2. Applying styles using the Apply Styles box and alias names
      3m 31s
    3. Using the classic 2003 Style box
      5m 4s
    4. Replacing one style with another using Find and Replace
      3m 27s
    5. Using table styles to add professional design
      2m 10s
    6. Formatting numbered and bulleted lists using styles
      6m 6s
  4. 34m 13s
    1. Understanding naming conventions and aliases for styles
      2m 46s
    2. Creating a paragraph style by example
      6m 57s
    3. Creating a character style
      7m 6s
    4. Creating a new style by definition
      5m 17s
    5. Creating a style from similar formatting
      2m 53s
    6. Making a custom table style
      4m 16s
    7. Basing one style upon another
      4m 58s
  5. 9m 33s
    1. Updating a style to match selected text
      2m 43s
    2. Automatically modifying styles
      4m 25s
    3. Modifying table styles
      2m 25s
  6. 9m 29s
    1. Applying styles with a click
      3m 21s
    2. Saving a selection as a new Quick Style
      2m 26s
    3. Adding and removing styles in the Quick Styles gallery
      3m 42s
  7. 19m 20s
    1. Formatting an entire document with one click
      1m 57s
    2. What makes Quick Style sets work?
      5m 15s
    3. Saving custom styles as a new Quick Style set
      6m 13s
    4. Exploring the new Word 2010 paragraph spacing
      5m 55s
  8. 13m 20s
    1. Applying styles to build a table of contents
      6m 30s
    2. Generating a table of contents from applied styles
      4m 15s
    3. Modifying built-in table-of-contents styles
      2m 35s
  9. 17m 28s
    1. Copying styles between documents and templates
      5m 58s
    2. Copying and pasting styles between documents
      4m 2s
    3. Deleting unneeded styles and Quick Style sets
      4m 10s
    4. Renaming styles
      3m 18s
  10. 13m 18s
    1. Navigating using styles
      5m 34s
    2. Using and assigning style keyboard shortcuts
      5m 18s
    3. Printing a list of styles and keyboard assignments
      2m 26s
  11. 21m 7s
    1. Setting font, document, and template defaults in Word 2010
      6m 28s
    2. Setting sort order and styles to show
      6m 47s
    3. Editing, hiding, recommending, and restricting styles
      7m 52s
  12. 19s
    1. Goodbye
      19s

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